How Scottish Healthcare Supplies improved time tracking and project management with Crown Manager

The challenge

The workforce management
challenge at SHS

Scottish Healthcare Supplies (SHS), a division of the Common Services Agency (CSA) for the NHS in Scotland, needed a reliable and flexible workforce management system to handle time, attendance,and billing.

With around 100 employees based in Edinburgh and remote staff spread across Scotland, SHS required
a solution that could support flexitime, streamline timesheet entry, and ensure every block of time was accurately accounted for against project numbers.

After experiencing technical difficulties with a previous supplier, SHS took a cautious approach to selecting a new provider. They needed a trusted system with proven reliability, flexibility, and robust training and support.

The solution

Crown’s flexible, modular solution

SHS chose Crown Manager, part of Crown’s Workforce Management suite, for its flexibility and modular design.

The first implementation phase introduced a Time and Attendance system for 110 employees, complete with both web and wall clocking functions. Crown’s on-site training in Edinburgh ensured staff were confident using the new system from day one.

“We found Crown’s approach to project management and support, and their emphasis on training, crucial in the successful implementation of the Crown Manager package.”
- Margaret Wallace, Assistant Director

Crown’s training and support package provided reassurance and stability following SHS’s earlier challenges with other suppliers. The new system’s design also gave SHS the ability to add further functionality as needs evolved.

The results

The results – Improved accuracy and streamlined processes

The introduction of Crown Manager has transformed time tracking at SHS. With electronic timesheets replacing manual entry, employees can now allocate time directly to project numbers, ensuring faster, more accurate billing and activity reporting.

The system’s flexitime management has helped SHS maintain productivity and control costs while supporting a flexible working model for staff.

“Flexibility is the key to successfully managing a workforce, and with business becoming ever more competitive, it is vital to improve productivity and maintain strict control over costs.”
- Mike Hawkesford, Managing Director